Tips and Tools to Organize Leads & Customers

Benjamin Franklin said, “For every minute spent in organizing, an hour is earned.” This applies especially to realtors. Every minute you spend organizing saves you a lot of time and headache later on; but only if you organize well, which is easier said than done. Poor organization is almost as bad as no organization at all.

We’ve all been there, we work with leads and clients all day and data keeps piling up. This data needs to be noted and saved for us to be able to work efficiently. But how?  Today we’ll be sharing a couple of tips with you that you can use to organize your notes effectively as well as their practical applications.

Tip #1: Befriend technology

Technology is changing at an astonishing pace these days, and it’s affecting every industry (ours included). That’s why 45% of the brokers in the US report that keeping up with technology is the biggest hurdle their agents face.

Keeping up with technology can be scary; there’s something new each day, but it does come with its benefits. According to research, realtors earning $100,000 or more are more than twice as likely to use advanced technological tools to organize their workflow (including their notes). We’ll cover two ways through which you can supercharge your notes using technology.

1. Use a CRM

CRM is short for Customer Relationship Management. CRM systems are online tools that help you stay in touch, and manage relationships with your prospective and existing clients. You no longer have to worry about forgetting to send a follow-up email or forgetting to schedule a meeting, the CRM will take care of it for you.

When used efficiently, a CRM will make your job a hundred times easier and save you a lot of anxiety. Some notable CRMs for real estate agents are BoomTown, HubSpot, Contactually & Wise Agent.

  1. Free apps

When it comes to just organizing your notes, apps like Evernote, OneNote, and Simplenote are just as good as a CRM. Best of all, these apps are free. So if you don’t need the extra features of a CRM, you can download these apps and within a few minutes you’ll be able to take your notes to the next level.

Tip #2: Go beyond just simple note-taking

As a realtor, you encounter a lot of properties, vendors, leads, and clients (both buyers and sellers). Even if you’re fairly efficient at taking and organizing your notes, things can get quite confusing. Which client wanted a house with the mountain view? And which house needed new floors in the living room!? Here are three ways you can solve this problem.

  1. Use pictures & Video

We usually think of note-taking as just jotting down text. But these days, good note-taking goes beyond that. It’s been proven time and time again that human beings are much better with visual information than we are at remembering and organizing walls of text. So the first thing you should do is take lots of pictures for your notes. That way, even if your notes are missing some details you later need, you’ll be able to pull up the pictures to fill in those missing details.

  1. Don’t forget the human factor

No matter which method you’re using for your note-taking, you have to organize your notes around the leads and the clients. Include even the smallest details such as their birthdays or their wedding anniversary and send them flowers and gifts on special occasions.

3. Summarize

Detailed notes are great but it’s a pain to sift through ten pages of notes to find one crucial detail.  Always summarize your notes when they are fresh in your brain. So, what can you include in your summary? Your personal impressions of the home, how each room makes you feel, the dimensions of each room, and the renovations or repairs that are needed. You can even rate each home you visit on a scale of 1-10 based on this criteria. Summarizing will save you a lot of headache later on.

These tips and tools will enable you to organize your notes much better and as a result, you’ll become a lot more efficient at your work. Let us know if you applied any of these tips and how they benefited you.

If you’d like for us to cover a particular topic in our upcoming newsletters, please let us know!

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